[MyOEBB] Open Enrollment Timelines for OEBB

[MyOEBB system updates]

Good Afternoon

Open Enrollment is fast approaching and I would like to take a few minutes of your time to share what's new this year.

Attached is my presentation from our June 27th BIE Meeting -"HELP! I'm new to open enrollment and OEBB".  This will be great for newbies and those admins that just want a refresher.  This is not for employees, just the admin staff.
Week of July 8th   OEBB will pull data out of MyOEBB for the Pre OE Mailing.  This means anyone with a live employment segment will be pulled for this mailing.  Make sure New Hires are in the system, employees are in the correct Employment/Member Type, terminations are done and employee addresses are correct.  We will use this data for our "Heads Up" postcard expected to go out around July 22nd and "Pre OE Mailing" expected to go out around August 1st.  Employees entered into MyOEBB after this date will not receive the Pre OE Mailing or the Heads Up postcard.  Your deadline for getting data updated is Friday, July 5th.
Friday, August 2nd and Wednesday, August 14th   OEBB will bring MyOEBB Administrative and Member Modules down to perform open enrollment maintenance.  The MyOEBB systems will be unavailable during each of these two days.  During this time, OEBB will terminate all medical, dental and vision plans as well as Opt Outs and Waives effective September 30, 2019; we will mass-enroll groups in Basic Life, Basic AD&D, Basic Dependent Life, Mandatory Short-Term and Long-Term Disability and Long-Term Care plans.  Additionally, OEBB will be removing the Medicare flag for members or dependents marked as "No" (not eligible for Medicare) which will prompt the member to answer this question when enrolling for the 2019-20 plan year.  Members or dependents marked "Yes" (Medicare eligible) will remain flagged "Yes".
What can entities do to make sure their employees are ready in MyOEBB prior to these down times?

  1.  Make sure your employees have the correct Employment/Member Types.
>  This means if you have an employee changing from an Administrator to a Superintendent employment type effective October 1st please ensure they are labeled that way in MyOEBB with the appropriate effective date of the change.  If you leave the Change of Employment QSC unsaved the member will not be able to complete enrollment online.

  1.  Make sure all your eligible employees are in MyOEBB.
>  Ensure all eligible employees are in MyOEBB prior to the rollovers so they can be mass enrolled in any appropriate plans.  If an eligible employee is not in MyOEBB prior to the rollovers, you will need to manually enroll them in Basic and Mandatory Plans.

  1.  Make sure all your non-eligible employees are termed out of MyOEBB.
>  Terminate all employees in MyOEBB who, as of October 1, 2019, will not be eligible for benefits with your entity.  Ineligible employees remaining in the system may show up on the October invoice due to being mass enrolled in plans or they may mistakenly enroll themselves in the Member Module during Open Enrollment.  Please remember, some employees are being rehired at new entities.  If you fail to term them properly, then their new entity can't hire them timely!

  1.  Make sure all salary information is entered in MyOEBB.
>  In order for your entity to be invoiced correctly, salary information should reflect their current salary in MyOEBB.  Please make sure you enter the salary with the correct effective date in MyOEBB to avoid being invoiced incorrectly.

  1.  Make sure all New Hires have a New Hire QSC.
>  To prevent New Hires from being enrolled with a 12-month wait on their dental plans, please make sure you give each New Hire a New Hire QSC as you set them up in MyOEBB.  The New Hire will use this QSC first and then be in regular Open Enrollment mode.
OEBB will make the following reports available in your Document Management area after August 2nd and again after August 14th.
>  Employees mass enrolled in Basic Life, Basic AD&D, Basic Dependent Life,  Mandatory Short-Term Disability, Mandatory Long-Term Disability and Mandatory Long-Term Care
>  Employees who do not have medical coverage
>  Employees who do not have dental coverage
>  Employees who do not have vision coverage
>  Salary Information for each employee
>  Plan Discrepancies

Thursday, August 15th through Sunday, September 15th   OEBB Open Enrollment - Employees can enroll in plans, drop plans and add/drop dependents.  Early retirees can continue coverage by re-enrolling in healthcare plans and can drop dependents.

Members should also use this time to:

  *   Enter addresses for out-of-area dependents
  *   Voluntarily submit SSN/ITIN for dependents enrolled in medical coverage
  *   Indicate Medicare eligibility due to age or disability (failure to identify Medicare eligibility may cause financial liability for some members)
  *   Ensure only eligible dependents are active in MyOEBB and included on the desired plans
  *   Review and/or update personal information and beneficiaries
  *   Identify ethnicity and race for themselves and any covered dependents

OEBB's phone lines will be extended during Open Enrollment   Monday-Friday 7:00 a.m. - 6 p.m.  The OEBB office will be closed Monday, September 2nd for Labor Day and Saturday/Sunday September 14th & 15th (last two days of open enrollment).

Saturday, August 31st to Sunday, September 1st   OEBB will bring both MyOEBB modules down at approximately 8 p.m. to run monthly files and process invoicing.  We expect the system to be back up on Sunday, September 1st at around 9 a.m.  Please let your employees know about this down time.  Also, please try to avoid mass lock outs and enrollment meetings during this timeframe. Please note that this is a regular process that occurs each month.

Monday, September 23rd   OEBB will pull live data out of the MyOEBB system to produce notification letters for those "late enrollee" members and dependents subject to the 12-month waiting period on dental plans.  We anticipate this letter to hit mailboxes of those affected members no later than Tuesday, October 1st.

Monday, September 30th  Final day for entities to update member enrollments without using a QSC.

Tuesday, October 1st  The 2019-20 plan year starts.

Tuesday, October 1st to Thursday, October 31st   We ask entities to make corrections to employee's enrollments during this time frame without sending them to OEBB for corrections.  OEBB will provide a form members may use and submit to their entities during this time.  Please us the "Correcting Processing Errors" QSC to make these changes.

Friday, November 1st to Tuesday, December 31st  OEBB will be reviewing appeals directly during this time period.  We will work with the member, entities, and carriers (when appropriate) and within our OARs to make decisions.  OEBB is usually more lenient during this time period.

January 1st to September 30th  OEBB reviews appeals during this time period.  Appeal decisions are made on a case-by-case basis.

I hope the above schedule helps your entity plan for this upcoming open enrollment season.  If you have any questions or concerns, please call us at 1 (888) 469-6322.  Good luck and I hope we all have a great Open Enrollment season!

Thanks
Linda Freeze
OEBB/PEBB Benefits Manager
OREGON HEALTH AUTHORITY
Health Policy and Analytics
linda.freeze at state.or.us<mailto:linda.freeze at oregon.gov>
Phone: 503.378.3329
http://www.oregon.gov/OHA/OEBB

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